ctcLink Reference Center9.2 Self Service9.2 Advisor Homepage My Advisees9.2 Create an Advising Note through My Advisees (Fluid)

9.2 Create an Advising Note through My Advisees (Fluid)

Purpose:  To create an advising note for a student in My Advisees screen via Fluid in ctcLink.

Audience:  Advisors

Create an advisor note in My Advisees

  1. Begin at the ctcLink Advisor Homepage.
  2. Select the My Advisees tile.
advisor homepage
  1. The My Advisees page displays.
  2. Select the Advising Notes icon for one of the assigned Advisees.
My Advisess page

Create a Note

  1. The Advising Notes page displays.
  2. Select the Create a Note button.
create a note button
  1. The Advising Notes page displays.
  2. Select or confirm the Institution.
  3. Select a Category.  
  4. Select a Subcategory.  
  5. Add any text to the Subject field.  
  6. Confirm the note Status is Open.  
  7. Select an Advisee Access value of Yes to enable student view.  
  8. The Assigned To value is defaulted  to your user ID (as advisor).  Enter another ID to assign this note to another staff member if applicable.
  9. Select a Contact Type if desired.
  10. Select the Add Note Item button.
Advising notes page

Add a New Note Item

  1. The Add a New Note Item pagelet displays.
  2. Input a message in the Add a New Note Item subpage.
  3. Select the Apply button.
Add a New Note Item pagelet
  1. The Advising Notes page displays with updated Note Item subsection.
  2. The Note Item Nbr is displayed.
  3. The Entered By field is populated by your user name.
  4. The Entered On date is populated to the current system date.
  5. The Comment displays the message added for the Note Item.
  6. Select the Add Action Item button.
Note Items subsection

Add Action Item

  1. The Add Action Item pagelet displays.
  2. Input a description in the Description field.
  3. Select an Action Item Status of Incomplete.
  4. Select the calender icon in the Due Date field.
  5. Set the Due Date.
  6. Select the Apply button.
add action item pagelet
  1. The Advising Notes page displays with updated Action Item subsection.
  2. The Action Item Nbr is displayed.
  3. The Entered On date is populated to the current system date.
  4. The Description displays the description input for the Action Item.
  5. The Status is displayed as Incomplete.
  6. The Due Date is displayed.
  7. Select the Add Attachment button if applicable.
Add Attachment button

Add Attachment

  1. The Add Attachment pagelet displays.
  2. Select the Upload Attachment button.
Add attachment pagelet
  1. The File Attachment pagelet displays.
  2. Select the My Device button to view files on your device.
File Attachment pagelet
  1. The file selection screen on your device displays.
  2. Select a file from your Device and select Open.
  3. Select the Upload button.
Upload button
  1. The Upload Complete status displays.
  2. Select the Done button.
Upload Done
  1. The Add Attachment pagelet displays.
  2. Select the View Attachment button.
  3. A new browser window displays the attachment or provides additional instructions/options to open or save.
  4. Close the new browser tab the attachment was opened in.
  5. Select the Apply button.
View attachment button

Advising Notes - Submit

  1. The Advising Notes page displays.
  2. The Attachments section is now updated with file attachment information.
  3. Select the Submit button at the top right of the page.
submit button on advising notes page
  1. A message pagelet displays asking if you are sure you want to continue.
  2. Select the Yes button.
  3. Select the Notify button at the top right of the page.
Notify button

Notify

  1. The Notify pagelet displays.
  2. In the Recipients section select the Notify checkbox for the recipients displayed.
  3. In the Send Notification section select the Lookup icon (magnifying glass) to search for and select an additional recipient to send the notification to if needed.
notify pagelet
  1. Complete any of the following fields:
    • First Name
    • Last Name
    • Empl ID
  2. Select the Search button.
  3. Select the checkbox for the recipient identified in the Search Results.
  4. Select the Continue button.
add recipients lookup pagelet
  1. The Notify pagelet displays.
  2. Add a comment in the Additional message field (optional).
  3. Select the Send button.
send button in notify pagelet
  1. A confirmation message displays.
  2. Select the Yes button.
send confirmation message
  1. The Notifications History section of the page is displayed (scroll to bottom of page).
  2. Select one of the Notification History results from the bottom of the page.
notification history subsection
  1. The Notification Details page displays.
  2. Select the [X] at the top right to close.
notification details pagelet

Validation

  1. The Advising Notes page displays.
  2. Select the Advising Notes button at the top left of the page.
  3. Validate the new Advising Note is displayed in the list of Advising Notes.
advising notes button
Validation
  1. Process complete.

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